Buyer_SSE_Checklist_B2728015.pdf
PDF 135 KB Posted
- Solicitation number
- B2728015
- Issued by
- Pennsylvania
About this file
This is a buyer checklist document from the City of Philadelphia Procurement Department designed to guide staff in creating bids for services, supplies, and equipment (SS&E) through the PHLContracts platform. The checklist encompasses multiple tabs and sections that must be completed during the bid creation process, including general bid information, item specifications with commodity codes, shipping addresses, accounting codes, and required attachments such as bid specifications, price lists, terms and conditions, and various compliance documentation. The document outlines procedural requirements for establishing bid opening dates, ensuring accurate departmental or citywide location classification, and setting submission deadlines, with a standard requirement that all quotes be submitted through PHLContracts no later than 10:30 AM on the bid opening date.
The checklist addresses administrative and compliance requirements including vendor registration status, bidder restrictions, disclosure of board composition and anti-slavery commitments, and mandatory question submissions. Additional procedural elements include provisions for pre-bid conferences, pre-qualification requirements, sample testing, site inspections, and bid security forms. The document specifies that restricted bids are visible only to registered vendors listed on the bidders tab, while unrestricted bids are publicly viewable. The related contract opportunity involves supplying and installing a replacement belt for a Summa Plotter F1612-31, with the award to be made as a whole or by line item to the lowest responsive and responsible bidder, contingent upon the seller quoting all items to remain eligible for consideration.
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Text version
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Buyer Checklist for Services, Supplies, & Equipment (SS&E)
*** Reminder: Click "Save & Continue" on every tab ***
Use this checklist to assist you when creating your bid in PHLContracts General Tab
Work with Bid Unit to schedule Bid Opening Date
Check that Description is accurate
Ensure your location is accurate:
Departmental Bids: Select the appropriate department location
Citywide Bids: Select 95 ‐ Citywide
Select the appropriate type code
Enter following text into Bulletin Desc field:
All quotes must be submitted through PHLContracts no later than 10:30 AM on the date that the related bid opens.
Quotes will not be accepted after the bid opening. It is the Seller's responsibility to ensure that the quote is submitted in a timely manner.
Items Tab
Enter the Commodity Code per line item each Item listed in the bid
Enter the specifications such as description, quantity, unit cost
Search the NIGP class and item
Address Tab
Enter the appropriate Ship‐to Address
Accounting Tab
Enter the correct Account Codes
Attachments Tab
Seller SSE Checklist
Bid Specifications
Price List Sheet, if applicable
Bid Template Inclusive of T's&C's
Bid Schedules including Pre‐bid, Pre‐Qual, Sample testing, Site Inspection
Seller Contact Information
Seller Customer References
OEO Doc ( Anti‐Discrimination, Solicitation and commitment forms, EOP)
Disclosures (Women on Board & Anti‐Slavery) www.PHLContracts.phila.gov
CITY OF PHILADELPHIA
PROCUREMENT DEPARTMENT
PHLContracts Buyer Checklist for Services, Supplies, & Equipment (SS&E)
Annual Bid Security Form
Terms and Conditions
Consent and Authorization Form
Antidiscrimination S C Form
LBBTQ Applicant Form
Notes Tab
Enter instructions or notes regarding the bid
Bidders Tab
Enter if the bid is unrestricted or restricted (must be registered on PHLContracts)
Note: Restricted bids can only been seen by those vendors that have logged on to PHLContracts and are on the Bidders tab for that bid. They cannot be viewed by the general public or by vendors not on the Bidders tab.
Uncheck the "Hide Bid Holder List on Vendor Side"
Provide a vendor ID (perform a vendor search on PHLContracts)
Questions Tab
Enter mandatory questions regarding the bid
Amendment Tab
Changes that occur after the bid is posted
Q&A Tab
This section allow vendors to submit questions
Reminders Tab
BP user can set up reminders with comments to other users within the department & Procurement
Summary Tab
Review all the information
Submit for approval www.PHLContracts.phila.gov
File details come from the government source that posted it. Updated .